Project Budgeting Guide

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Project NAVODAYA
Area: Project Systems
Project Budgeting
PROJECT SYSTEMS
Project Budgeting
Last changed on: Last changed by: Version: 1.0 Page:

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Project Budgeting
Revision History
SR. VERSION DATE OF DESCRIPT REASON FOR CHANGE REVIEWED RELEASE

NO . NO . REVISION ION OF CHANGE MADE BY BY D BY
CHANGE
1 V1.0 Version
2 V1.1 Revision

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Project Budgeting
Project Budgeting
Purpose
Use this procedure to assign the budget to the project.

The budget is the approved and binding cost framework for a project within a
particular period of time.
Prerequisites
 WBS structure to be created.

 Cost planning done, Planned will become the reference for budgeting.
Menu Path
Use the menu path(s) to begin the transaction:
 Select Logistics → Project System → Project→ Financials → Budgeting →

Original Budget → Change (CJ30)
Transaction Code
CJ30
Hints
 Press F1 for Help
 Press F4 for getting input values
 R – Required
 O- Optional
 C- Conditional
Procedure
The Project Budgeting transaction can be opened from
Option (i) Menu

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Project Budgeting
Option (ii)
Enter the CJ30 in the Transaction command. and press the OK
button which will take you to the next screen.
Open Budgeting Transaction

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Project Budgeting
Field Name R/O/C Description

Project Definition R Enter the project Definition or select the
project from drop down.
WBS Elements O Enter the WBS elements for which the
Budgeting is to be done.
Currency O By default the budgeting will be done as
per the controlling area currency as the
budget Profile defined currency is
Controlling Area Currency.
Press enter button or click
Change Original Budget: WBS Element Overview Screen Appears

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Project Budgeting
Transferring Values From Cost Planning as Budget
Note : Planned cost will act as a reference for Budgeting. Cost Planning done in
Version 1. Get the planned cost from Version 1.
Go to Menu Settings  Planned Total Version

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Select Version 1
Press enter.
System will display the Planned Cost under Planned Total Version 1 Column.
Copy the Planned Cost as Budget.

Select the WBS, Go to Edit Copy Views

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Select Planned Total
Copy View Screen appears, Enter the Percentage amount that need to be copy, say
100%

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System will copy 100% of Planned Cost as Budget.
Totalling up Budget Values

This helps to roll up the budget from Lower WBS to higher WBS.
The Budget at lower WBS should be within the limit of Top WBS.
Go to Edit Total up

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Total up screen appears
Press enter; system will roll up the Budget from lower WBS to Top WBS (Bottom up).

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Click on . System will give the message .
Save the budget values, save button .

System saves the budget values and a document posted message appears on the
status bar as shown below.
Note: For Project except Capex Project, budget assignment can be overall or annual.
Annual budgeting is only for reporting purpose. Budget check will happen on Overall
budget.
For capex project budget assignment is Annual & budget check also Annual.

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Project Budgeting
Display Project Budget
Purpose
Display budget assigned to project.
Prerequisites
 Project with budget assignment.
Menu Path
 Select Logistics → Project System → Project→ Financials → Budgeting

→ Original Budget → Display (CJ31)
Transaction Code
CJ31
Enter the CJ31 in the Transaction command and press the
OK button or Enter
Enter Project number
Press Enter

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System will display budget in display mode.

Following details will get displayed.
Current budget consists of the original budget, supplements, returns and

transfers.
Distributed budget: The distributed value results from the budget
distributed to subordinate objects.
Distributable budget: The distributable value is the difference between
the current budget and the distributed value. It is budget which is yet to be
distributed.
Assigned consists of commitment and actual postings.
Plan total is the annual or overall plan value.
Releases are the value of the released budget.

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Project Budgeting
Entering Budget Texts

Purpose
Short text, long text can be assigned to the Project Budget.
Menu Path
 Select Logistics → Project System → Project→ Financials → Budgeting →

Original Budget Change CJ30
Transaction Code
CJ30
Go to Budget Assignment Screen, Go to Document Text
Enter Date, Text & Text Name as shown below
Below Message appears, click enter

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Click on Yes
Screen for long text entry will appear, enter long text.
Save the data. System will give message
Go back & Save again.

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System Status: Budgeted
After you allocate budget to a WBS element for the first time, the system status
budgeted is set against the WBS. The system status remains if you remove the budget
from the WBS element.
If the system status is budgeted, the following activities are prohibited:
Deletion of WBS elements
Reassignment of WBS elements and all subordinate objects
Open the Project in Project Builder.
System Status BUDG set for WBS M-0021-C

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Budget Release
Purpose
In many businesses, distributing a budget is not the same as releasing the budget. For
this reason, the Project System includes a separate budget release facility.
Trigger
Budget Availability Control
Prerequisites
 WBS structure to be created.

 Budget Assigned to WBS
Menu Path

→ Release → Change (CJ32)
Transaction Code
CJ32

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Enter Project number
Press enter
Current budget is the budget assigned to the Project. As per the requirement 100% or
Partial budget can be released.
Release Partial budget : Select the WBS & Go to Edit Copy View

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Below Screen appears, Select Current Budget.
Copy View screen appears, enter 80% & continue
80% of amount from Current Budget Column will get copy under release column

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Total up the budget to higher WBS.

Go to menu Edit Total Up
Budget from lower level WBS will total up to Top WBS.

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Click on . System will give the message .

Save. System will give the document number.
Note : Budget release amount should be less than or equal to the current budget.

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Display Budget Release
Purpose
Display budget release to the project
Prerequisites
 Project against which budget is released.
Menu Path

→ Release → Dispaly (CJ33)
Enter project number
Press enter

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System will display the released budget in display mode.

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System Status: AVAC & User Status BUDG
After you release budget to a WBS element for the first time, the system status AVAC
(Availability Control Active) is set against the WBS & User Status BUDG is Set
Availability Control & Tolerance Limit

Availability Control: When budget gets released against WBS AVAC status gets active
for that WBS. This means when user try to create a PR or post values more than the
budget available system will give error message.
This error message is control through the tolerance limit which is set for the Budget
Profile (Budget Profile is a control parameter for budgeting).
The tolerance limit sets for EPIL projects are :
a. At 80% : When budget gets exhausted till 80%, warning message will be issued.
b. At 90% : When budget gets exhausted till 90%, a mail will go the person
responsible
c. At 100% : When budget gets exhausted till 100%, system will give error
message.

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Budget Document
During budgeting/budget updates process, system assign document number.

This document number can be assign text by using below t-code.

→ Document → CJ3A - Change.
Transaction code : CJ3A

Enter document number in below screen

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Press enter.
Enter Text Name & Text

Save.

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Display Budget Document

In order to display the budget document use below t-code.
→ Document → CJ3B - Display
Transaction code : CJ3B

Enter document number.
Press enter.

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System will display the details as shown below

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Budget: Activate Availability Control
If budget check not works properly, we have to activate availability control.

Only authorised user will have access to this transaction.
Transaction Code: CJBV
Enter project number, click on detailed log.
Press execute .
System pops up below screen with message.

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Reconstructing the Data base

It is necessary to reconstruct the database for getting correct report after running
activates budget availability control function.
Transaction: CJEN
Enter project number
Tick check box Error log, object list, detail list

Press execute

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Budget: Reset "Budgeted" Status

This transaction code is used to reset the status ‘BUDG’ on WBS.
Transaction code: OPSX
Enter project definition/WBS.
Execute in test mode with detail list.

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System will display the details as shown above.
Since for this project status is correctly assigned against wbs, no status changes were
carried out.
System will also display the WBS for which no budget assignment is done.
After executing in test mode, execute the transaction without test mode for resetting the
BUDG status.

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Budget Updates
Purpose
Use this procedure to budget updates i.e. budget supplement, budget return or budget
transfer from one WBS element to the other WBS element.
Trigger
Perform this procedure when the budget requirement during project execution.
Prerequisites
 WBS elements should be created.
Menu Path
 Select Logistics → Project System → Financial → Budgeting →
Transaction Code
CJ37, Cj36, CJ34, CJ35, CJ38
Hints

 R – Required
 O- Optional
 C- Conditional

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Procedure
1. Budget Supplement
There are two types of budget supplement:

a. Budget Supplement in Project
Supplements within projects are distributed top-down from a higher-level WBS
element to lower-level ones. The amount of a supplement to a WBS element may
not exceed the funds available in the next level up.
Transaction Code - CJ37
The transaction can be reached by
Using the transaction command window and
clicking .
If below screen appears ,

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Enter the Controlling Area 7000.

Proj Def R Project Definition for which the budget
is to be supplemented
WBS Element O WBS Element when budget is to be
supplemented on individual WBS
element.
Curr O Controlling Area currency will be taken
by default
Budget At WBS R Distributable column should have
Amount to be supplement to lower
WBS
And press the button or ENTER

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Distribute 10000 from WBS M-0021-C-COV-ELE (having distributable value) to WBS M-

0021-C-COV-ELE-1
Now check the consistency of the values by clicking the button which should give
no errors message .

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Save the values by clicking the save button .The system posts the document.
b. Budget Supplement to Project
Use to assign supplementary funds to a selected WBS element.
Transaction Code - CJ36
The transaction can be reached by
using the transaction command window and
clicking .
Screen will pop up.
Enter date, tick the overall values too.
Press enter.
Enter the WBS & amount to be supplemented against WBS, Say against WBS M-0021-
C-COV-ELE-1 amount supplemented is 10000.

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Now check the consistency of the values by clicking the button which should give
no errors message .
Save the values by clicking the save button .The system posts the document.

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2. Budget Return
Excess budget can be returned.
There are two forms of budget return.
a. Return in project
Returns in the project are made from the bottom-up from a lower-level WBS
element to the next one up. You can only return budget that is distributable or
available.
Transaction – CJ38

Proj Def R Project Definition from
which the budget is to be
returned.
WBS element R WBS element from which
the budget has to be
return on individual WBS
wise.
Curr R Controlling Area currency
is taken as the default.
Click the button or press enter
Enter the amount to be return from the WBS element. The below screen appears.

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Against WBS M-0021-C-COV-ELE-1 the distributable budget is 20,000. We will return

10,000 to its top WBS M-0021-C-COV-ELE having distributable value as 99,990,000.00
When amount 10,000 is returned from WBS M-0021-C-COV-ELE-1 to its top WBS M-
0021-C-COV-ELE, the distributable value as 99,990,000.00 changed to
100,000,000.00.
This process helps to return the budget from lower WBS to its Superior WBS.

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Consistency of the values can be checked by clicking the button . And save the
values by clicking the save button .
A document is posted.
Note : The above process can be used with total up function. If budget amount is
entered & total up is done, the amount will accordingly get reduced till top WBS.
b. Return from project
With a return from a project, you are giving up budget which is still available or
distributable in a WBS element.
Transaction – CJ35
Press enter
Enter Sender WBS, Amount

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Consistency of the values can be checked by clicking the button . And save the
values by clicking the save button .
A document is posted

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3. Budget Transfer from WBS element
It is possible that the budget becomes tight for one WBS while the budget for another
WBS is still adequate within the project or budget becomes tight for one project while
the budget for another project is still adequate
This process is used to transfer the budget from One WBS to another within same
project or from One WBS to another of different project.
Transaction - CJ34.
Select the Overall Values too, Enter sender year & receiver year.
click the button or ENTER. This will take you to the next screen.
Entry data

Sender WBS element R WBS element from which
transferred
Receiver WBS Element R WBS element to which
transferred.
Amount R Transfer amount
Sender Year R Sender Year
Receiver Year R Receiver Year

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Check the consistency of the budget values by clicking the button . No errors should
be detected .
Save the values by clicking the button and the system posts the document
Note:
a. Budget transfer between same hierarchies is not possible.
Budget updates between objects in the same hierarchy are carried out by
means of a supplement or a return.
b. Since Budget check is at Budget release, whatever budget update done against
WBS accordingly the changed need to be done in Budget release function.

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BUDGET REPORTS
Use this procedure to access various project Reports
Trigger
Reporting
Prerequisites
 Project Data to be entered
Menu Path
 Select Logistics → Project System →Information System -> Financials ->

Budget Related -> S_ALR_87013558

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Budget Actual Commitment
Enter Database Profile as 000000000001

Plan Version 0
Execute

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BUDGET UPDATES
T code - S_ALR_87013560 - Budget updates
Execute
Report display totals records for supplements, returns and transfers for projects ,

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Project Budgeting
Commitment & Budget Carry forward

To carry forward the Budget for Annual budgeted Projects, project commitments
carry forward activity is to be completed.
Project Commitment Carry Forward

Function used for projects having budget profile as annual
Purpose
Use this procedure to carry forward commitment values that are still open into the first
period of the next fiscal year.
Prerequisites
 Project Data to be entered

 End of the fiscal year.
Menu Path
 Select Logistics → Project System → Financials -> Year-End Closing ->

Carry Forward Commitment
Hints

 R – Required
 O- Optional
 C- Conditional
Procedure

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T- Code : CJCF
Enter the project PC1-012 for which the commitment has to be carry forward.
Range of project can also be given in this options and execute.

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Enter carry forward from fiscal year (i.e. from year 2008 carry forward
commitment to fiscal year 2009)
Processing options :
Test Run & Detail list as shown above.
Press the button Execute.
System will provide you the details.
Go back. Remove test run & execute

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Commitment will get carry forward to next fiscal year.

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Project Budget Carry Forward

Function used for projects having budget profile as annual
Purpose
Use this procedure to carry forward budget remainders from projects to the next fiscal
year.
Prerequisites
 Project commitments carry forward activity is completed.

 End of the fiscal year.
Menu Path
 Select Logistics → Project System → Financials -> Year-End Closing ->

Carry Forward Commitment
Hints

 R – Required
 O- Optional
 C- Conditional
Procedure

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T- Code : CJCO
Enter the project PC1-012 for which the budget has to be carry forward.
Range of project can also be given in this options and execute.
Enter sender fiscal year (i.e. from year 2008 carry forward budget to fiscal year
2009)
Processing options :
Test Run & Detail list as shown above.
Press the button Execute.
Go back & remove test run and execute

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Note: After budget carry forward activity, it is important to run t-code

CJBN- Reconstruct availability control for project.

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Last changed on: Last changed by: Version: 1.0 Page:

SR. VERSION DATE OF DESCRIPT REASON FOR CHANGE REVIEWED RELEASE

Last changed on: Last changed by: Version: 1.0 Page:

Use this procedure to assign the budget to the project.

 WBS structure to be created.

Use the menu path(s) to begin the transaction:

 Select Logistics → Project System → Project→ Financials → Budgeting →

The Project Budgeting transaction can be opened from

Option (i) Menu

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Enter the CJ30 in the Transaction command. and press the OK

button which will take you to the next screen.

Open Budgeting Transaction

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Field Name R/O/C Description

Press enter button or click

Change Original Budget: WBS Element Overview Screen Appears

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Transferring Values From Cost Planning as Budget

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Copy the Planned Cost as Budget.

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Select Planned Total

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System will copy 100% of Planned Cost as Budget.

Totalling up Budget Values

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Total up screen appears

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Click on . System will give the message .

Save the budget values, save button .

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Display Project Budget

Display budget assigned to project.

 Project with budget assignment.

Use the menu path(s) to begin the transaction:

 Select Logistics → Project System → Project→ Financials → Budgeting

Enter the CJ31 in the Transaction command and press the

Enter Project number

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System will display budget in display mode.

Current budget consists of the original budget, supplements, returns and

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Entering Budget Texts

 Select Logistics → Project System → Project→ Financials → Budgeting →

Enter Date, Text & Text Name as shown below

Below Message appears, click enter

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Save the data. System will give message

Go back & Save again.

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System Status: Budgeted

System Status BUDG set for WBS M-0021-C

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Budget Availability Control

 WBS structure to be created.

Use the menu path(s) to begin the transaction:

 Select Logistics → Project System → Project→ Financials → Budgeting

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Enter Project number

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Below Screen appears, Select Current Budget.